Executive Assistant, UMHC-SCCC

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UMHC-SCCC Operations has an exciting opportunity for an Executive Assistant position. The incumbent leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

CORE JOB FUNCTIONS

• Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.

• Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.

• Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings.

• Manages executive’s travel arrangements and budget.

• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.

• Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.

• Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.

• Prioritizes and manages multiple projects and/or special assignments championed by the executive.

• Leads the planning of annual or ad-hoc special events.

• Trains and supervises lower-level clerical staff as needed.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• Associate degree in relevant field required

• Minimum 5 years of relevant experience required

Department Specific Functions

Executive & Administrative Support

• Provides comprehensive administrative support to the Associate Vice President (AVP) of Oncology Satellite Operations and departmental leadership.

• Manages complex calendars, schedules meetings, coordinates appointments, and prioritizes leadership commitments to ensure operational efficiency.

• Develops meeting agendas, prepares presentation materials, and coordinates logistics.

• Drafts, edits, and manages professional correspondence, reports, presentations, spreadsheets, and other departmental communications.

• Serves as a central liaison between the AVP and ten Sylvester satellite campuses, ensuring timely, accurate, and consistent communication across sites.

• Coordinates monthly satellite leadership rounding activities, including scheduling, tracker maintenance, rounding logs, mileage documentation, and expense reporting.

• Maintains Outlook distribution lists and other communication tools to support effective information dissemination among satellite leadership teams.

•  Assists leadership with coordination, follow-up activities, and execution of strategic initiatives across satellite operations.

Financial Administration & Expense Management

• Oversees the preparation, tracking, and submission of reimbursement requests for departmental leadership and staff.

• Processes and monitors travel-related expenses, conference registrations, lodging, transportation, mileage, tolls, departmental events, leadership meetings, and other approved expenditures.

• Ensures compliance with organizational policies and maintains supporting documentation for all reimbursement and expense submissions.

Recruitment, Onboarding & Workforce Support

• Coordinates physician recruitment activities by scheduling interviews, maintaining candidate pipelines, and managing recruitment agendas and tracking tools.

• Assists with onboarding activities and facilitates a smooth transition for new employees joining the satellite network.

• Maintains records for leadership direct reports related to paid time off, leave requests, and reimbursement activities.

Employee Engagement & Recognition

• Develops and maintains employee recognition programs and tracking systems to support employee engagement and retention initiatives.

• Coordinates recognition activities including birthdays, work anniversaries, satellite anniversaries, and other employee appreciation efforts.

• Manages procurement and distribution of recognition gifts and awards to ensure timely acknowledgment of employee milestones.

• Organizes and facilitates quarterly Satellite Employee Orientation sessions to promote communication, engagement, organizational awareness, and team building.

Communications & Marketing Support

• Coordinates the development and distribution of bi-monthly satellite newsletters and manages content for satellite communication channels.

• Assists with maintaining and updating marketing materials, physician biographical information, brochures, and promotional collateral.

• Collaborates with Marketing, physicians, and operational leadership to coordinate conference and event representation, including ASCO and other organizational outreach activities.

• Ensures consistent messaging and communication standards across all satellite locations.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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